For live payroll processing only

Introduction

Use the import feature to import time entry data from your client's time clock application and to create batch payroll checks automatically using data from the imported time clock file. There are some setup steps that must be completed prior to processing.

Note: You cannot use ASCII/TCI format files to import accruable benefit hours. If you need to import accruable benefit hours, you will need to use an XML import file or use a spreadsheet import

Note: For XML format import files, a location description is optional unless a department description is entered, in which case it is required.

Click the Payroll Information tab. In the Payroll Schedules section, select the relevant payroll schedule, as described in the Setting up client payroll information topic, making sure that the payroll schedule is valid and that it corresponds correctly with the period beginning and ending dates included in the time clock file.

In the Time Entry Method section, choose the Import option and then select Time Clock from the Source drop-down list.

If you are using an XML format import file, verify that the department descriptions for the client exactly match the department names used in the XML time clock import file. The names are case-sensitive.

Note: For XML format import files, a department description is optional unless a location description is entered, in which case it is required.

If you are using an ASCII format import file, enter the department ID into the ASCII Time Clock Import ID field. This ID must match the ID that the client is using in their time clock software for this department.

If you are using an XML format import file, verify that the information in the Description field for each payroll item exactly matches the information used in the XML time clock import file.

If you are using an ASCII format import file, make sure that the two-digit ID entered in the ASCII Time Clock Import ID field for each payroll item matches the payroll item ID that the client is using in their time clock software.

Employees

In the Main tab of the Employees screen, make sure the ID entered for the employee matches the ID used for the employee in the time clock file. If you are using an ASCII format import file, the employee's ID is limited to four-digits.

If you are importing a SwipeClock file, you will need to manually change the TXT file extension to TCI prior to import.

In the Time Clock Entry Import dialog, accept or enter any necessary rate changes on the Rate Changes tab, print the file details from the Time Clock Entry Detail tab if you choose to, and then click the Continue button to proceed with the import.

You can import salaried employee information using the Time Clock import. To create checks for salaried employees via the Time Clock import, the employee ID and the corresponding payroll item must be included in the time clock file. The hours fields are optional for salaried employees.

You can enter only one payroll check per employee via timeclock import.

Troubleshooting tips

No checks were found to import. If you get a message that no checks were found to import:

Check that the period beginning and ending dates are correct in the file. If the period dates are correct in the XML file and not correct in Accounting CS, you can update the dates in the Payroll Schedules dialog.

Double-check that the time zone is correct in the file. A difference in the time zone offset can prevent xml timesheet import. A solution could be to change the date and time stamp in the file. (changing -5:00 (Eastern time zone) to -6:00 (Central).What is a zone offset?

A zone offset is the difference in hours and minutes between a particular time zone and UTC. In ISO 8601, the particular zone offset can be indicated in a date or time value. The zone offset can be Z for UTC or it can be a value "+" or "-" from UTC. For example, the value 08:00-08:00 represents 8:00 AM in a time zone 8 hours behind UTC, which is the equivalent of 16:00Z (8:00 plus eight hours). The value 08:00+08:00 represents the opposite increment, or midnight (08:00 minus eight hours). A reference table for zone offset: http://www.timetemperature.com/tzus/gmt_united_states.shtml.

Location X, Department Y for employee N is missing or invalid. This message means that the name of the work location and the payroll department in the XML file does not match those listed in the application.

Verify the work locations set up for the client in the Client Locations dialog (accessed by clicking the Locations button in the Main tab of the Setup > Clients screen).

Verify that the correct locations and departments are set up for the employee in the Locations and Departments grid in the Main tab of the Setup > Employees screen.

If the correct department is not available in the Department drop-down list, add it for the client in the Setup > Departments screen and then select it on the employee record.

The payroll item description in the XML file must match the description in the client record and must be active on the employee.

If the payroll item descriptions (not the Report description) don't match, the detail will not be imported from the XML file. If such a mismatch prevents the import, you can edit the description in Accounting CS and reimport the XML file.

Internal notes

Per TFS 858925, a difference in the time zone offset can prevent xml timesheet import. Solution can possibly be changing the date and time stamp in the file. (changing -5:00 (Eastern time zone) to -6:00 (Central). A reference table for zone offset: http://www.timetemperature.com/tzus/gmt_united_states.shtml

Zone offset definition.What is a "zone offset"? A zone offset is the difference in hours and minutes between a particular time zone and UTC. In ISO 8601, the particular zone offset can be indicated in a date or time value. The zone offset can be Z for UTC or it can be a value "+" or "-" from UTC. For example, the value 08:00-08:00 represents 8:00 AM in a time zone 8 hours behind UTC, which is the equivalent of 16:00Z (8:00 plus eight hours). The value 08:00+08:00 represents the opposite increment, or midnight (08:00 minus eight hours)